In order for an IFM transaction to take place, both the borrowing and lending institutions must have IFM selected in the constant data applied to the request, and the IFM conditions must match (e.g., the borrowers max cost must be greater than or equal to the lender’s charge for the request).
To configure IFM, you must access OCLC Service Configuration. To access Service Configuration click the previous hyperlink, or click OCLC Service Configuration under the Other Quick Link column on the home screen.
In Service Configuration, you can create Borrower and Lender constant data records with IFM settings. For more information about constant data records, see Constant data. Different IFM settings can be applied to individual constant data records. If you do not select ILL Fee Management (IFM) for a constant data record, IFM will not be used to handle charges made using this record.
Watch a video
OCLC IFM - Interlibrary Loan Fee Management
Run time: 7:37
This video provides an overview of IFM and how borrowing and lending libraries can configure IFM as payment method.
Configure IFM in Borrower Constant Data
After logging in to Service Configuration, click WorldShare ILL > Borrower Data to configure IFM for borrowing requests. Constant data records with IFM selected should be created for instances where you would like to use IFM to handle transactions where you are willing to pay the lender’s requested fee to fulfill a request. Adding a constant data record to a request will not guarantee the use of IFM. IFM will only be used if the borrower and lender IFM settings match.
Follow the instructions on Borrower Data to add or edit a constant data record. Before saving the record, ensure that you have selected ILL Fee Management (IFM) and entered the Maximum Cost you are willing to pay for item requests to which you add this constant data record.
Configure IFM in Lender Constant Data
After logging in to Service Configuration, click WorldShare ILL > Lender Data to configure IFM for lending requests. Constant data records with IFM selected can be used in instances where you would like to use IFM to handle for-a-fee lending transactions.
Follow the instructions on Lender Data to add or edit a constant data record. Before saving the record, ensure that you have selected Add ILL Management Fee (IFM) and entered the Lending Charges for requests to which you will apply this constant data record.
Use your local currency where supported for your country. When your library's currency does not match the lender's currency, USD should always be used. This way, your library will only have transactions in two currencies, the local currency (CAD, GBP, AUD, EUR, or ZAR) and USD.
For example, if your library uses CAD as their local currency, use either CAD or USD depending on the library.
- If the request is between two Canadian libraries, use CAD.
- If the request is between a Canadian and a US library, use USD.
- If the request is between a Canadian and New Zealand, South African, or Japanese library, use USD.
Each month where there are transactions in both currencies, you will see additional IFM reports in Usage Statistics. You will have separate reports for borrowing and lending in each currency. Refer to OCLC Usage Statistics, WorldShare Interlibrary Loan.
Set up In-Currency IFM
In-Currency IFM determines the local currency used by your library based on your library's settings in the OCLC WorldCat Registry and gives you the option of using your local currency or USD when applying IFM to requests. Refer to Currency and Locale to update your local currency.
OCLC recommends creating two sets of constant data records, one in your local currency and one in USD. When you have the two sets of constant data records set up, when creating or responding to requests, you can select the respective record based on the currency you want to use.
- Create two Borrower constant data records. One record should have the Maximum Cost in CAD and the other should have the Maximum Cost in USD.
- Create two Lender constant data records. One record should have the Lending Charges in CAD and the other should have the Lending Charges in USD.
For information on creating, copying, and editing constant data records, see Borrower Data and Lender Data.
Requesting items (Borrowers)
IFM will not be applied if the Lender uses a currency different than the one you selected for your Maximum Cost. If you are using a currency specific to your region, OCLC recommends doing the following in order to avoid any complications between different currencies:
- Send the request to the libraries in your region that also use the same local currency.
- If the request goes unfilled by libraries in your region:
- In the unfilled request, under Actions, click New.
- In the new request, add libraries that are not in your region to the Lender String.
- Apply your borrower constant data record that defines Maximum Cost.
Responding to requests (Lenders)
IFM will not be applied if you do not select the same currency in your Lending Charges as the Borrower has indicated in their Max Cost. If you try to apply a different currency than what the Borrower selected, you will receive a warning message. If you proceed to update the request, IFM will not be applied. Note: If your library uses ILLiad, and you receive a request from a library in another country, you should verify that the borrowing library specified USD. If you are not using the same currency as the borrower, then the IFM transaction cannot occur.
As a lender, you have the following options when the borrower has supplied a different currency:
- Change the currency to the currency the borrower selected (only applicable if it is USD).
- Respond No to the request.
- Deselect Use ILL Fee Management (IFM) and change the Lending Charge. Supply the item for free, if possible.